Texas
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001-09645
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74-1787539
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(State or other jurisdiction
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(Commission File Number)
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(I.R.S. Employer
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of incorporation)
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Identification No.)
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o
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Written communications pursuant to Rule 425 under the Securities Act (17 CFR 230.425)
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o
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Soliciting material pursuant to Rule 14a-12 under the Exchange Act (17 CFR 240.14a-12)
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o
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Pre-commencement communications pursuant to Rule 14d-2(b) under the Exchange Act (17 CFR 240.14d-2(b))
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o
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Pre-commencement communications pursuant to Rule 13e-4(c) under the Exchange Act (17 CFR 240.13e-4(c))
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(d)
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Exhibits
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10.1
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Relocation Policy—Chief Executive Officer and Direct Reports (Guaranteed Purchase Offer)
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10.2
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Relocation Policy—Chief Executive Officer and Direct Reports (Buyer Value Option)
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10.3
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Relocation Policy—Function Head Direct Reports
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CLEAR CHANNEL COMMUNICATIONS, INC.
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Date: October 12, 2010
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By:
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/s/ Hamlet T. Newsom, Jr.
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Hamlet T. Newsom, Jr.
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Vice President, Associate General Counsel and
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Assistant Secretary
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Exhibit No.
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Description
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10.1
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Relocation Policy—Chief Executive Officer and Direct Reports (Guaranteed Purchase Offer)
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10.2
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Relocation Policy—Chief Executive Officer and Direct Reports (Buyer Value Option)
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10.3
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Relocation Policy—Function Head Direct Reports
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Policy Component
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Introduction
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Benefits at a Glance
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Before You Get Started
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Expense Management
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Rental Assistance
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Home Finding Assistance
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New Home Purchase Assistance
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Temporary Housing
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Home Marketing and Home Sale Assistance
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Home Sale Incentive Bonus
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Movement of Household Goods
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Final Trip to the Destination Location
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Miscellaneous Expenses
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Tax Liability Assistance
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Objective
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The Company’s relocation benefits are intended to:
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Facilitate your timely transition to the destination location.
§
Minimize your out-of-pocket expenses while effectively managing the Company’s costs.
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Comply with Internal Revenue Service (IRS) regulations.
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Scope of Benefits
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These benefits are designed for the sole purpose of providing support for relocations within the United States. The Company reserves the right to amend, modify, suspend or terminate the relocation benefits and programs described at any time without advance notice. The Company retains the right to establish separate employee relocation policies and/or benefit packages in the event of unusual or uncommon circumstances.
The Company will have the final right of decision when interpreting the terms of the relocation benefits and programs or in any communication with you. This Policy is not an offer, a contract, or part of either.
This Policy describes the provisions of the Company’s policy effective October 5, 2010.
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Program Administration
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The Company will authorize your relocation with SIRVA. Your SIRVA Relocation Counselor will assist you throughout your transition and will answer any relocation questions that you may have. During the relocation process, you must act and make decisions that are both prudent and reasonable in nature.
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Eligibility
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This Policy applies to full-time employees who are hired or transferred at the request of the Company and who are selected by the Company to participate in the benefits described in this Policy.
When family members are entitled to relocation benefits within this Policy, the following definition of “family” will apply:
“The employee’s spouse/domestic partner and dependent(s) who reside with the employee at the time of acceptance of transfer and who will reside with the employee at the destination location.”
If the Company employs both you and your spouse/domestic partner, only one set of benefits will apply.
To be eligible for the benefits outlined in this Policy, the move must be completed within 12 months of the effective date of the relocation. The effective date is defined as the official date of transfer/position change for current employees or the official start date for new hire employees. Benefits cease upon termination of employment.
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Exceptions
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Although the Policy is comprehensive, relocation involves so many individual circumstances that the Policy cannot be all-inclusive.
Any requests for exceptions to the Policy must be submitted in writing to Human Resources—before the expense is incurred— for consideration. All exceptions require the final approval of Human Resources before a commitment can be made. Failure to follow this process may result in personal expense or inconvenience to you.
To implement a consistent Policy, there will be no substitution or cash-equivalent payments provided for unused benefits or portions thereof.
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Post Move Surveys
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After your relocation is complete, you will receive post-move surveys from SIRVA and other vendors that assisted with your move. Surveys, which may be done via telephone, e-mail or regular mail, are very important tools to ensure the programs and providers are meeting with the Company’s expectations. The Company will receive a copy of these evaluations in order to assess the services provided to you. Your participation in the surveys is very important and the Company requests that you be candid in your assessment and complete all surveys as quickly as possible.
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Repayment Agreement
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To be eligible for relocation benefits, you are expected to remain with the Company for two years from your effective date of transfer or hire, unless you are transferred again at the request of the Company. If you voluntarily terminate employment or are terminated for cause prior to the expiration of the two-year period, you must:
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Repay 100 percent of the relocation expenses previously reimbursed or paid by the Company if you leave during the first year; or
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Repay 50 percent of all incurred costs if you leave during the second year.
The Repayment Agreement must be signed and returned to the Company prior to the initiation of any relocation benefits.
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Expense Management Process
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The Company will assist with relocation expenses in the following ways:
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Pay service providers directly for the relocation assistance that you receive.
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Reimburse you for acceptable expenses that you have previously paid.
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Provide a per diem for meals during the home finding trip(s) and final trip.
Eligible expense reimbursements should be submitted through SIRVA’s MoveOurHome Web site. Submit your relocation expense report online at
www.moveourhome.com
. Your Relocation Counselor will provide additional instructions regarding the use of this site.
The following are important factors related to the MoveOurHome Web site:
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After you have submitted your expenses online, print out the On-line Submittal Form.
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Match your actual receipts against it. Receipts (originals) are required for all reimbursable expenses.
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Attach all of the receipts to the On-line Submittal Form and mail it to the address provided on the front page within 30 days of incurring the
expense.
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If you wish to expedite payment, you may simultaneously fax copies of your receipts to SIRVA’s Client Finance Department.
The On-line Submittal Form will be received by SIRVA’s Client Finance Department. After SIRVA receives the form, the expenses will be checked for accuracy and consistency with the Company’s Policy. Under no circumstances should relocation expenses be submitted through the normal business expense process. Funds will be deposited directly to an account (through ACH) designated by you unless you notify your SIRVA Relocation Counselor of an alternate deposit process.
The Company understands that everyone may not have access to a computer and the Internet. In this event, while it is not preferable, you may request a SIRVA Relocation Expense Reporting Form from your Relocation Counselor, attach all receipts, and submit for reimbursement via mail.
If at any time you are unsure whether or not an expense is reasonable in nature, appropriate and/or eligible for reimbursement under this Policy, you should contact SIRVA
prior
to incurring the expense.
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Provisions
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It is important to remember:
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Relocation expenses must be separate and distinct from business expenses. During the period in which relocation expenses are incurred, regular business (travel and entertainment) must not be reported with relocation expenses. You must submit those expenses through the normal business expense process.
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You must
complete
the expense process, taking care to include a complete address/location. Omission of this data can slow your reimbursement.
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You cannot use your Company credit card for relocation expenses.
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Credit card statements cannot be used in lieu of receipts.
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You should keep records and receipts of all your expenses, whether they are reimbursable under this Policy or not, as this will assist in the completion of your federal and state tax returns at year-end.
Use of the Company’s direct ticket billing, travel system, or expense-reporting system is strictly prohibited for relocation expenses.
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Per Diems
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Per diems will be provided to assist with daily expenses for meals during the home finding trip, and the final trip to the destination location. The Company will provide a per diem of $35 per family member age 13 and older and $15 per family member age 12 and under. To receive monies for per diems, enter each family member’s name, the amounts, and the appropriate number of days when submitting for expenses. Receipts do not need to be submitted when per diems are provided.
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Benefit Description
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SIRVA specializes in helping you locate the right home in the right neighborhood quickly and easily. To assist the Company in controlling relocation costs, you must allow SIRVA to make the first contact with the real estate agent(s) in the destination location. SIRVA only recommends knowledgeable agents with a proven track record of successfully finding homes. If you have a real estate agent you would like to recommend, it is important that you do not contact the agent. Instead, let your Relocation Counselor know who the agent is and where he/she can be reached. Your Relocation Counselor will then contact the agent to obtain his/her credentials and, if qualifications are acceptable, will select that agent to assist you in searching for a new home.
You, members of your immediate family or other Company employees may not directly or indirectly benefit financially from the fees that the Company pays for services or other costs related to your relocation. It is for that reason that the Company will not reimburse you, an immediate family member, another relative, or another Company employee (or his/her spouse/domestic partner) for any fees for services performed as a real estate agent or broker for the purchase of your new primary residence.
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Relocation Counselor Assistance
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Your Relocation Counselor will contact you to review the program, explain the benefits and offer assistance. This assistance includes:
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Conducting a telephone interview with you to discuss your housing needs and wants at the destination location. After this discussion, the Relocation Counselor will use the information acquired to recommend a real estate agent who is a relocation specialist in the destination area and who is knowledgeable regarding homes within the price range you have requested.
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Explaining “agency” and clarifying who the real estate agent is representing and why.
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Discussing real estate agent expectations so you fully understand what the real estate agent is expected to do for you and in what time frame.
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Reviewing purchase guidelines to help you make a good decision on the home you decide to purchase.
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Explaining comparable market analysis and encouraging you to have the real estate agent assist you in putting one together on the home you are purchasing. This will help you determine the best price for the property and eliminate purchasing an overpriced home.
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Assisting with negotiations—it can be very helpful to have the opinion of an uninvolved specialist when you are negotiating the purchase price of a new home.
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Reviewing the purchase agreement (contract). The Relocation Counselor will be available to look over the purchase agreement to help determine if it is written in your best interest.
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Encouraging you to be pre-qualified with a lender. In many markets, sellers are requiring buyers to be pre-qualified at the time the offer to purchase is made. The Company has made lender arrangements through SIRVA Mortgage.
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Home Finding Trips
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The Company will reimburse expenses for you and one eligible family member age 13 or older for up to two home finding trips, for a total of seven days, to locate living accommodations at the destination location. This timeframe includes travel time. You are encouraged to seek pre-approval for a mortgage from SIRVA Mortgage before departing on a home finding trip.
It is expected that you will exercise good judgment when incurring home finding trip expenses. All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy. If you and family member travel by air, you should use any available discounts (including weekend discounts) and make reservations far enough in advance to get the lowest possible airfare.
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Reimbursable Trip Expenses
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The Company will reimburse the following acceptable expenses:
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Airfare (in lieu of mileage)
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Seven-day advance purchase is required
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Coach or economy class fare with a Saturday night stay
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Transportation to and from the terminal
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Parking at the terminal for one automobile
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Airline luggage charges (one bag per person)
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Lodging
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Meals
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A per diem of $35 for you and your family member (each)
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Receipts are not required
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Mileage (in lieu of airfare)
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To/from the departure and destination locations
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Incurred during the home finding trip(s)
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Reimbursed at the current Company rate
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Parking and tolls
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Rental car (if airfare is utilized)
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Mid-size automobile and gasoline at the destination location
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Future Relocation
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The new home you select today may affect your benefits for future relocations. Please refer to the
Home Marketing and Home Sale Assistance, Ineligible Properties
section for homes that do not qualify for Home Sale Assistance, should you be transferred again by the Company.
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Reimbursement Process
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To receive reimbursement, eligible expenses accompanied by appropriate documentation/receipts and per diem amounts must be submitted through SIRVA’s MoveOurHome Web site.
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Tax Impact
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All reimbursements will be reported as additional compensation. The Company will provide tax assistance (gross-up).
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Benefit Description
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SIRVA will, through its affiliate, SIRVA Mortgage, provide various mortgage-related services for you if you currently own a home and will be purchasing a home in the destination location. The assistance will include:
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Counseling on various types of loan programs available and the impact of those programs based upon your specific financial situation and relocation mortgage benefits.
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Pre-approval for mortgage financing, including credit review, so you are more aware of the value of a home you can acquire in the destination location. You are encouraged to be pre-approved before embarking on a home finding trip. This benefit is without cost or obligation.
SIRVA Mortgage is a national mortgage banker, specializing in relocation lending. SIRVA Mortgage offers a wide variety of mortgage products through the nation’s leading lenders. SIRVA will shop rates and programs through its multi-lender approach to find the most competitive rate for your mortgage loan.
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No Closing Cost Mortgage with SIRVA Mortgage
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Non-recurring closing costs normally paid by you when purchasing a new home are eliminated through this Policy. Included in your Policy is a no closing cost loan program, which is provided to the Company by SIRVA in conjunction with SIRVA Mortgage. Policy requirements include that:
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You must be a homeowner in the departure location and sell your home through SIRVA’s Home Sale Assistance program.
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The residence purchased must be the permanent residence of you and your family.
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The home purchased cannot be a mobile home or boat.
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You must be responsible for recurring costs such as prepaid interest, real estate taxes, and private mortgage insurance (PMI).
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Lender Other Than SIRVA Mortgage
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If you choose not to participate in the no closing cost loan program, you will receive reimbursement of normal and customary non-recurring closing costs, and these costs will be grossed up. In order to receive reimbursement, you must include appropriate documentation (e.g., a copy of the final signed settlement statement).
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Normal and Customary Non-Recurring
Closing Costs
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Typically, the following items are considered to be normal and customary non-recurring closing costs:
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A loan origination charge which includes a loan origination fee up to one percent of the mortgage amount and lender fees (application fees, underwriting fee, processing fee, etc. , capped at $525)
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Normal and customary title services fee.
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Normal and customary escrow or closing fees charged by the title company and/or lender to close the sale. This does not include items such as taxes and insurance that must be paid in advance into escrow accounts.
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Normal and customary attorneys’ fees.
The Company will not pay for a charge made by a lending agency as inducement for it to take a mortgage or participate in buydown points or a loan discount rate. Any additional seller’s costs that you agree to will be at your own expense.
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General Home Inspection
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A general home inspection, appropriate for the area and age of the home, will be recommended by your Relocation Counselor to help you assess the prospective home’s overall condition. The Company will cover the cost of this inspection up to $500.
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New Construction
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In some areas, it is customary for buyers to incur closing expenses in connection with a building or construction loan. These costs will not be reimbursed. You may obtain a no closing cost mortgage after the completion of your home as end-loan financing. End-loan financing is the final mortgage loan to the ultimate purchaser of a property, as opposed to a construction loan or other form of interim financing. The transaction must be completed within one-year of your transfer or start date.
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Reimbursement Process
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If you participate in the no closing cost loan program, reimbursement of closing costs is not applicable. If you have chosen to find a lender on your own, reimbursable home purchase costs accompanied by appropriate documentation (copy of the signed HUD-1 Settlement Statement) must be submitted through SIRVA’s MoveOurHome Web site.
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Tax Impact
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Tax assistance (gross-up) is not applicable if you participate in the no closing cost loan program through SIRVA Mortgage.
If you elect to choose a lender on your own and closing costs are reimbursed, the costs will be reported as additional compensation. The Company will provide tax assistance (gross-up), however in most states, full gross-up is not necessary for loan origination charge/discount point reimbursement as the sum is subject only to FICA taxes. Medicare and social security (if applicable) gross-up will be provided on the origination fee reimbursement.
The general home inspection will be reported as additional compensation. The Company will provide tax assistance (gross-up).
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Benefit Description
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The Company will provide temporary housing accommodations if you are needed to report to work at the destination location and are unable to move into your new permanent residence. Expenses listed below will be reimbursed for up to 60 days for you and, if applicable, your family members. In order to be eligible for the temporary housing benefit, you must be responsible for a residence in the departure location (a house that has not yet been sold or closed, or a rental unit that has not yet been vacated) during the same timeframe. Temporary housing accommodations will be coordinated through SIRVA.
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Housing Period
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The temporary housing period begins on the day of your arrival in the destination location and ends with whichever of the following occurs first:
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You have closed on your new home or have moved into your rental home.
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Your household goods have been delivered.
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The temporary housing period expires.
You will be responsible for any additional temporary housing costs that result from your decision to build a home in the new location.
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SIRVA Assistance
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Upon authorization from the Company, SIRVA will:
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Contact you to determine your needs in regard to the length of stay and housing requirements.
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Contact the appropriate resource to determine availability of units and leasing terms.
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Provide you with the name(s) and location(s) of available unit(s) for your selection.
Upon notification from you of an acceptable unit, SIRVA will:
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Assist in negotiating the terms of the lease in accordance with the appropriate reimbursement guidelines and your requirements.
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Advise you on what documents need to be completed and billing procedures.
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Maintain contact with you throughout the temporary housing period to coordinate changes or resolve issues.
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Reimbursable/ Expenses
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The Company will cover the following acceptable expenses:
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Lodging
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Corporate lodging with cooking and laundry facilities should be used when possible
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Transportation (to the temporary housing facility)
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Airfare (coach or economy class) and rental car (for up to 7 days) if you travel via airplane
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Mileage if you travel via automobile; you are encouraged to drive your automobile to the temporary housing location; if the distance is greater than 400 miles, the Company will ship your automobile ahead of time for use during temporary housing (See the
Movement of Household Goods, Automobiles
section)
All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy.
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Trips Home
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The Company will reimburse transportation costs for return trips home. If your family remains at the departure location the Company allows one trip home for every two weeks of temporary housing up to a maximum of five trips. If you are accompanied by your family, the Company allows one trip per month up to a maximum of two trips if necessary. Reimbursable transportation costs include coach airfare and airport parking or automobile mileage at the current Company rate to the departure location only. All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy.
Optionally, a family member may travel to the new location instead of you making a trip home. However, any additional lodging and meal costs will be at your expense.
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Reimbursement Process
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To receive reimbursement, eligible expenses (that have not been direct-billed), accompanied by appropriate receipts must be submitted through SIRVA’s MoveOurHome Web site.
Note: Some of your temporary housing expenses may be direct-billed to the Company.
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Tax Impact
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Temporary Housing payments or reimbursements will be reported as additional compensation. The Company will provide tax assistance (gross-up).
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Benefit Description
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The Company will reimburse actual and reasonable en route expenses from the departure location to the destination location incurred by you and your family members. All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy.
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Reimbursable Expenses
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The Company will reimburse the following acceptable expenses:
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Airfare
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Seven-day advance purchase is required
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Transportation by coach or economy class fare
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Transportation to the terminal
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Airline luggage charges (one bag per person)
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Lodging
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One night per location while en route
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Meals
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A per diem of $35 per family member age 13 and over and $15 per family member age 12 and under; receipts are not required
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Mileage
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Reimbursed at the current Company rate for up to two automobiles
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The Company covers up to a total of two automobiles, whether by shipping (if eligible) or mileage reimbursement, or a combination of the two
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See the
Movement of Household Goods, Automobiles
section
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Parking and tolls
To limit lodging and meal expenses, the Company expects you to travel a minimum of 400 miles per day. Your trip must be made by the most direct route—no vacation, extended trips, personal side trips, or leisure travel will be covered.
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Reimbursement Process
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To receive reimbursement, eligible expenses accompanied by appropriate receipts and per diem amounts must be submitted through SIRVA’s MoveOurHome Web site.
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Tax Impact
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Lodging (one night in the departure location, nights en route, and one night in the destination location), airfare, and mileage expenses within the IRS guidelines are not taxable; therefore tax assistance does not apply. The Company will provide tax assistance (gross-up) on any meal per diems and mileage reimbursements that exceed the IRS guidelines, which are considered taxable. See
Tax Liability Assistance
for additional information.
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Benefit Description
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The relocation process may create expenses for you not specifically covered by some other provision of this Policy, or create a need for additional monetary assistance for a current benefit provided. To compensate for these expenses, the Company will reimburse miscellaneous expenses up to $7,000. Receipts are required for reimbursement.
Miscellaneous expenses include, but are not limited to:
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Auto registration(s)
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Child/family care
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Club membership or dues payments
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Driver’s license
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Home staging costs
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Homeowner’s property insurance if cost is excessive
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House cleaning services
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Household goods services not covered by policy
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Installation of appliances, carpeting, window treatments, etc.
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Laundry/dry cleaning
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Overnight mail or postage charges
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Phone, utility or cable deposits and installation fees
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Piano tuning
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Professional tax services
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Shipment or boarding of pets
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Tax consulting or preparation
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Tips to movers
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Payment Process
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To receive reimbursement, eligible expenses accompanied by appropriate receipts must be submitted through SIRVA’s MoveOurHome Web site.
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Tax Impact
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These reimbursements will be reported as additional compensation. The Company will provide tax assistance (gross-up).
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Policy Component
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Introduction
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Benefits at a Glance
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Before You Get Started
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Expense Management
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Rental Assistance
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Home Finding Assistance
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New Home Purchase Assistance
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Temporary Housing
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Home Marketing and Home Sale Assistance
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Home Sale Incentive Bonus
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Movement of Household Goods
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Final Trip to the Destination Location
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Miscellaneous Expenses
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Tax Liability Assistance
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Congratulations!
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Congratulations on your relocation with Clear Channel!
On behalf of all your colleagues, we want to thank you for your willingness to make this change. We hope that it will lead to personal growth, further career development, and prove to be mutually beneficial.
Our intent is to provide our mobile employees and their families with the tools and assistance to help them relocate in a timely and cost-effective manner. While there are many benefits available to you, you will be responsible for managing costs associated with your move, and you will be expected to keep relocation costs to a minimum. We will adhere to Company policy and legal regulations, and will treat all employees in an ethical manner. It is our shared responsibility to communicate openly and honestly and to cooperate with one another during the relocation process. Furthermore, we are committed to ensuring that our service partners meet our requirements for efficient, customer-oriented service delivery.
This Relocation Policy (Policy) is designed to provide information to make your move as smooth and easy as possible. Please read this material carefully so that you understand the comprehensive assistance that is available to you.
The Company has selected SIRVA Relocation LLC (SIRVA), a relocation management company, to assist in your transition. SIRVA is a globally recognized firm that specializes in assisting corporations and their transferring employees in all aspects of the relocation process. Once your relocation authorization has been received by SIRVA, you will receive an e-mail that will include instructions to register with SIRVA’s online relocation tool. Once registered, you will automatically be logged into your personal online relocation portal. You will use this portal to access and complete information required to finalize the initiation process with SIRVA. After you have completed the information in the online relocation tool, you will be contacted by SIRVA to discuss your relocation benefits.
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SIRVA provides a Web site titled “MoveOurHome” that offers helpful tools and resources to guide you through the relocation process. The MoveOurHome Web site is separated into four functional areas: find, plan, move, and live. You will find multiple functions available within each area. The MoveOurHome Web site is at your fingertips at
www.moveourhome.com
.
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Important Notice
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In order to take maximum advantage of the relocation program benefits, do not contact any real estate agents/rental companies before first talking to your SIRVA Relocation Counselor. This includes registering for “relocation services” on the Internet. Your Relocation Counselor will discuss with you the selection of real estate agents when listing your current home and purchasing a new home.
SIRVA selects brokers on the basis of defined criteria and retains them on the basis of measurable performance relative to SIRVA’s metrics. SIRVA picks the highest performing brokers and establishes relationships with them based exclusively on service delivery and cost performance.
Preferred brokers are prescreened to meet the following criteria:
§
Recent customer service evaluations completed by Relocation Counselors and transferring employees
§
Demonstrated marketplace expertise
§
List-to-sell ratios (listing agents)
§
Days-on-market performance (listing agents)
§
Sales closed in the past year (listing agents)
§
Performance of the agent relative to the market average
§
Creativity/marketing and sales techniques
§
Service orientation of the agent from a relocation perspective
§
Overall professionalism, as established by:
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Full-time status
-
Professional associations
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Years in business
-
Continuing education
§
Willingness to participate in a referral program
§
Attention to detail/accurate and timely completion of weekly reports
§
Company culture/norms/approach to service delivery and recovery
Both you and the Company will benefit by using a real estate agent that is referred by SIRVA. The Company will be able to minimize costs, while ensuring that you work with a real estate agent that understands your needs and objectives.
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Objective
|
The Company’s relocation benefits are intended to:
§
Facilitate your timely transition to the destination location.
§
Minimize your out-of-pocket expenses while effectively managing the Company’s costs.
§
Comply with Internal Revenue Service (IRS) regulations.
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Scope of Benefits
|
These benefits are designed for the sole purpose of providing support for relocations within the United States. The Company reserves the right to amend, modify, suspend or terminate the relocation benefits and programs described at any time without advance notice. The Company retains the right to establish separate employee relocation policies and/or benefit packages in the event of unusual or uncommon circumstances.
The Company will have the final right of decision when interpreting the terms of the relocation benefits and programs or in any communication with you. This Policy is not an offer, a contract, or part of either.
This Policy describes the provisions of the Company’s policy effective October 5, 2010.
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Program Administration
|
The Company will authorize your relocation with SIRVA. Your SIRVA Relocation Counselor will assist you throughout your transition and will answer any relocation questions that you may have. During the relocation process, you must act and make decisions that are both prudent and reasonable in nature.
|
Eligibility
|
This Policy applies to full-time employees who are hired or transferred at the request of the Company and who are selected by the Company to participate in the benefits described in this Policy.
When family members are entitled to relocation benefits within this Policy, the following definition of “family” will apply:
“The employee’s spouse/domestic partner and dependent(s) who reside with the employee at the time of acceptance of transfer and who will reside with the employee at the destination location.”
If the Company employs both you and your spouse/domestic partner, only one set of benefits will apply.
To be eligible for the benefits outlined in this Policy, the move must be completed within 12 months of the effective date of the relocation. The effective date is defined as the official date of transfer/position change for current employees or the official start date for new hire employees. Benefits cease upon termination of employment.
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Exceptions
|
Although the Policy is comprehensive, relocation involves so many individual circumstances that the Policy cannot be all-inclusive.
Any requests for exceptions to the Policy must be submitted in writing to Human Resources—before the expense is incurred— for consideration. All exceptions require the final approval of Human Resources before a commitment can be made. Failure to follow this process may result in personal expense or inconvenience to you.
To implement a consistent Policy, there will be no substitution or cash-equivalent payments provided for unused benefits or portions thereof.
|
Post Move Surveys
|
After your relocation is complete, you will receive post-move surveys from SIRVA and other vendors that assisted with your move. Surveys, which may be done via telephone, e-mail or regular mail, are very important tools to ensure the programs and providers are meeting with the Company’s expectations. The Company will receive a copy of these evaluations in order to assess the services provided to you. Your participation in the surveys is very important and the Company requests that you be candid in your assessment and complete all surveys as quickly as possible.
|
Repayment Agreement
|
To be eligible for relocation benefits, you are expected to remain with the Company for two years from your effective date of transfer or hire, unless you are transferred again at the request of the Company. If you voluntarily terminate employment or are terminated for cause prior to the expiration of the two-year period, you must:
§
Repay 100 percent of the relocation expenses previously reimbursed or paid by the Company if you leave during the first year; or
§
Repay 50 percent of all incurred costs if you leave during the second year.
The Repayment Agreement must be signed and returned to the Company prior to the initiation of any relocation benefits.
|
Expense Management Process
|
The Company will assist with relocation expenses in the following ways:
§
Pay service providers directly for the relocation assistance that you receive.
§
Reimburse you for acceptable expenses that you have previously paid.
§
Provide a per diem for meals during the home finding trip(s) and final trip.
Eligible expense reimbursements should be submitted through SIRVA’s MoveOurHome Web site. Submit your relocation expense report online at
www.moveourhome.com
. Your Relocation Counselor will provide additional instructions regarding the use of this site.
The following are important factors related to the MoveOurHome Web site:
§
After you have submitted your expenses online, print out the On-line Submittal Form.
§
Match your actual receipts against it. Receipts (originals) are required for all reimbursable expenses.
§
Attach all of the receipts to the On-line Submittal Form and mail it to the address provided on the front page within 30 days of incurring the expense.
§
If you wish to expedite payment, you may simultaneously fax copies of your receipts to SIRVA’s Client Finance Department.
The On-line Submittal Form will be received by SIRVA’s Client Finance Department. After SIRVA receives the form, the expenses will be checked for accuracy and consistency with the Company’s Policy. Under no circumstances should relocation expenses be submitted through the normal business expense process. Funds will be deposited directly to an account (through ACH) designated by you unless you notify your SIRVA Relocation Counselor of an alternate deposit process.
The Company understands that everyone may not have access to a computer and the Internet. In this event, while it is not preferable, you may request a SIRVA Relocation Expense Reporting Form from your Relocation Counselor, attach all receipts, and submit for reimbursement via mail.
If at any time you are unsure whether or not an expense is reasonable in nature, appropriate and/or eligible for reimbursement under this Policy, you should contact SIRVA
prior
to incurring the expense.
|
Provisions
|
It is important to remember:
§
Relocation expenses must be separate and distinct from business expenses. During the period in which relocation expenses are incurred, regular business (travel and entertainment) must not be reported with relocation expenses. You must submit those expenses through the normal business expense process.
§
You must
complete
the expense process, taking care to include a complete address/location. Omission of this data can slow your reimbursement.
§
You cannot use your Company credit card for relocation expenses.
§
Credit card statements cannot be used in lieu of receipts.
§
You should keep records and receipts of all your expenses, whether they are reimbursable under this Policy or not, as this will assist in the completion of your federal and state tax returns at year-end.
Use of the Company’s direct ticket billing, travel system, or expense-reporting system is strictly prohibited for relocation expenses.
|
Per Diems
|
Per diems will be provided to assist with daily expenses for meals during the home finding trip, and the final trip to the destination location. The Company will provide a per diem of $35 per family member age 13 and older and $15 per family member age 12 and under. To receive monies for per diems, enter each family member’s name, the amounts, and the appropriate number of days when submitting for expenses. Receipts do not need to be submitted when per diems are provided.
|
|
Benefit Description
|
SIRVA specializes in helping you locate the right home in the right neighborhood quickly and easily. To assist the Company in controlling relocation costs, you must allow SIRVA to make the first contact with the real estate agent(s) in the destination location. SIRVA only recommends knowledgeable agents with a proven track record of successfully finding homes. If you have a real estate agent you would like to recommend, it is important that you do not contact the agent. Instead, let your Relocation Counselor know who the agent is and where he/she can be reached. Your Relocation Counselor will then contact the agent to obtain his/her credentials and, if qualifications are acceptable, will select that agent to assist you in searching for a new home.
You, members of your immediate family or other Company employees may not directly or indirectly benefit financially from the fees that the Company pays for services or other costs related to your relocation. It is for that reason that the Company will not reimburse you, an immediate family member, another relative, or another Company employee (or his/her spouse/domestic partner) for any fees for services performed as a real estate agent or broker for the purchase of your new primary residence.
|
Relocation Counselor Assistance
|
Your Relocation Counselor will contact you to review the program, explain the benefits and offer assistance. This assistance includes:
§
Conducting a telephone interview with you to discuss your housing needs and wants at the destination location. After this discussion, the Relocation Counselor will use the information acquired to recommend a real estate agent who is a relocation specialist in the destination area and who is knowledgeable regarding homes within the price range you have requested.
§
Explaining “agency” and clarifying who the real estate agent is representing and why.
§
Discussing real estate agent expectations so you fully understand what the real estate agent is expected to do for you and in what time frame.
§
Reviewing purchase guidelines to help you make a good decision on the home you decide to purchase.
§
Explaining comparable market analysis and encouraging you to have the real estate agent assist you in putting one together on the home you are purchasing. This will help you determine the best price for the property and eliminate purchasing an overpriced home.
§
Assisting with negotiations—it can be very helpful to have the opinion of an uninvolved specialist when you are negotiating the purchase price of a new home.
§
Reviewing the purchase agreement (contract). The Relocation Counselor will be available to look over the purchase agreement to help determine if it is written in your best interest.
§
Encouraging you to be pre-qualified with a lender. In many markets, sellers are requiring buyers to be pre-qualified at the time the offer to purchase is made. The Company has made lender arrangements through SIRVA Mortgage.
|
Home Finding Trips
|
The Company will reimburse expenses for you and one eligible family member age 13 or older for up to two home finding trips, for a total of seven days, to locate living accommodations at the destination location. This timeframe includes travel time. You are encouraged to seek pre-approval for a mortgage from SIRVA Mortgage before departing on a home finding trip.
It is expected that you will exercise good judgment when incurring home finding trip expenses. All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy. If you and family member travel by air, you should use any available discounts (including weekend discounts) and make reservations far enough in advance to get the lowest possible airfare.
|
Reimbursable Trip Expenses
|
The Company will reimburse the following acceptable expenses:
§
Airfare (in lieu of mileage)
-
Seven-day advance purchase is required
-
Coach or economy class fare with a Saturday night stay
-
Transportation to and from the terminal
-
Parking at the terminal for one automobile
-
Airline luggage charges (one bag per person)
§
Lodging
§
Meals
-
A per diem of $35 for you and your family member (each)
-
Receipts are not required
§
Mileage (in lieu of airfare)
-
To/from the departure and destination locations
-
Incurred during the home finding trip(s)
-
Reimbursed at the current Company rate
§
Parking and tolls
§
Rental car (if airfare is utilized)
-
Mid-size automobile and gasoline at the destination location
|
Future Relocation
|
The new home you select today may affect your benefits for future relocations. Please refer to the
Home Marketing and Home Sale Assistance, Ineligible Properties
section for homes that do not qualify for Home Sale Assistance, should you be transferred again by the Company.
|
Reimbursement Process
|
To receive reimbursement, eligible expenses accompanied by appropriate documentation/receipts and per diem amounts must be submitted through SIRVA’s MoveOurHome Web site.
|
Tax Impact
|
All reimbursements will be reported as additional compensation. The Company will provide tax assistance (gross-up).
|
Benefit Description
|
SIRVA will, through its affiliate, SIRVA Mortgage, provide various mortgage-related services for you if you currently own a home and will be purchasing a home in the destination location. The assistance will include:
§
Counseling on various types of loan programs available and the impact of those programs based upon your specific financial situation and relocation mortgage benefits.
§
Pre-approval for mortgage financing, including credit review, so you are more aware of the value of a home you can acquire in the destination location. You are encouraged to be pre-approved before embarking on a home finding trip. This benefit is without cost or obligation.
SIRVA Mortgage is a national mortgage banker, specializing in relocation lending. SIRVA Mortgage offers a wide variety of mortgage products through the nation’s leading lenders. SIRVA will shop rates and programs through its multi-lender approach to find the most competitive rate for your mortgage loan.
|
No Closing Cost Mortgage with SIRVA Mortgage
|
Non-recurring closing costs normally paid by you when purchasing a new home are eliminated through this Policy. Included in your Policy is a no closing cost loan program, which is provided to the Company by SIRVA in conjunction with SIRVA Mortgage. Policy requirements include that:
§
You must be a homeowner in the departure location and sell your home through SIRVA’s Home Sale Assistance program.
§
The residence purchased must be the permanent residence of you and your family.
§
The home purchased cannot be a mobile home or boat.
§
You must be responsible for recurring costs such as prepaid interest, real estate taxes, and private mortgage insurance (PMI).
|
Lender Other Than SIRVA Mortgage
|
If you choose not to participate in the no closing cost loan program, you will receive reimbursement of normal and customary non-recurring closing costs, and these costs will be grossed up. In order to receive reimbursement, you must include appropriate documentation (e.g., a copy of the final signed settlement statement).
|
Normal and Customary Non-Recurring
Closing Costs
|
Typically, the following items are considered to be normal and customary non-recurring closing costs:
§
A loan origination charge which includes a loan origination fee up to one percent of the mortgage amount and lender fees (application fees, underwriting fee, processing fee, etc. , capped at $525)
§
Normal and customary title services fee.
§
Normal and customary escrow or closing fees charged by the title company and/or lender to close the sale. This does not include items such as taxes and insurance that must be paid in advance into escrow accounts.
§
Normal and customary attorneys’ fees.
The Company will not pay for a charge made by a lending agency as inducement for it to take a mortgage or participate in buydown points or a loan discount rate. Any additional seller’s costs that you agree to will be at your own expense.
|
General Home Inspection
|
A general home inspection, appropriate for the area and age of the home, will be recommended by your Relocation Counselor to help you assess the prospective home’s overall condition. The Company will cover the cost of this inspection up to $500.
|
New Construction
|
In some areas, it is customary for buyers to incur closing expenses in connection with a building or construction loan. These costs will not be reimbursed. You may obtain a no closing cost mortgage after the completion of your home as end-loan financing. End-loan financing is the final mortgage loan to the ultimate purchaser of a property, as opposed to a construction loan or other form of interim financing. The transaction must be completed within one-year of your transfer or start date.
|
Reimbursement Process
|
If you participate in the no closing cost loan program, reimbursement of closing costs is not applicable. If you have chosen to find a lender on your own, reimbursable home purchase costs accompanied by appropriate documentation (copy of the signed HUD-1 Settlement Statement) must be submitted through SIRVA’s MoveOurHome Web site.
|
Tax Impact
|
Tax assistance (gross-up) is not applicable if you participate in the no closing cost loan program through SIRVA Mortgage.
If you elect to choose a lender on your own and closing costs are reimbursed, the costs will be reported as additional compensation. The Company will provide tax assistance (gross-up), however in most states, full gross-up is not necessary for loan origination charge/discount point reimbursement as the sum is subject only to FICA taxes. Medicare and social security (if applicable) gross-up will be provided on the origination fee reimbursement.
The general home inspection will be reported as additional compensation. The Company will provide tax assistance (gross-up).
|
Benefit Description
|
The Company will provide a Home Sale Incentive Bonus up to a maximum of $5,000 if you accept a bona fide outside offer on your home. The bonus percentage is dependent upon when you secure the offer. If you secure a bona fide offer on or between days:
§
1 and 60 of the marketing period the bonus will be equal to 2% of the sale price; or
§
61 and 90 of the marketing period the bonus will be equal to 1% of the sale price.
In order to be eligible for the bonus you must:
§
Participate in the SIRVA Home Sale Assistance program.
§
Not enter into a listing agreement with any broker without first consulting your Relocation Counselor.
§
List the home at no more than 105 percent of the average of the two BMAs’ Most Probable (likely) Sales Price (if the BMAs are not within five percent of each other, a third BMA will be ordered and the two closest values will be averaged).
§
Work with your SIRVA Relocation Counselor and the real estate agent throughout the marketing period of the home.
§
Close your home sale through SIRVA.
|
Payment Process
|
The Home Sale Incentive Bonus will be processed by SIRVA once you have a bona fide offer and the contract has been fully executed and guaranteed by SIRVA.
|
Tax Impact
|
The Home Sale Incentive Bonus payment will be considered additional compensation. This payment will not be tax assisted (not grossed-up).
|
Benefit Description
|
The Company will reimburse actual and reasonable en route expenses from the departure location to the destination location incurred by you and your family members. All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy.
|
Reimbursable Expenses
|
The Company will reimburse the following acceptable expenses:
§
Airfare
-
Seven-day advance purchase is required
-
Transportation by coach or economy class fare
-
Transportation to the terminal
-
Airline luggage charges (one bag per person)
§
Lodging
-
One night per location while en route
§
Meals
-
A per diem of $35 per family member age 13 and over and $15 per family member age 12 and under; receipts are not required
§
Mileage
-
Reimbursed at the current Company rate for up to two automobiles
-
The Company covers up to a total of two automobiles, whether by shipping (if eligible) or mileage reimbursement, or a combination of the two
-
See the
Movement of Household Goods, Automobiles
section
§
Parking and tolls
To limit lodging and meal expenses, the Company expects you to travel a minimum of 400 miles per day. Your trip must be made by the most direct route—no vacation, extended trips, personal side trips, or leisure travel will be covered.
|
Reimbursement Process
|
To receive reimbursement, eligible expenses accompanied by appropriate receipts and per diem amounts must be submitted through SIRVA’s MoveOurHome Web site.
|
Tax Impact
|
Lodging (one night in the departure location, nights en route, and one night in the destination location), airfare, and mileage expenses within the IRS guidelines are not taxable; therefore tax assistance does not apply. The Company will provide tax assistance (gross-up) on any meal per diems and mileage reimbursements that exceed the IRS guidelines, which are considered taxable. See
Tax Liability Assistance
for additional information.
|
Benefit Description
|
The relocation process may create expenses for you not specifically covered by some other provision of this Policy, or create a need for additional monetary assistance for a current benefit provided. To compensate for these expenses, the Company will reimburse miscellaneous expenses up to $7,000. Receipts are required for reimbursement.
Miscellaneous expenses include, but are not limited to:
§
Auto registration(s)
§
Child/family care
§
Club membership or dues payments
§
Driver’s license
§
Home staging costs
§
Homeowner’s property insurance if cost is excessive
§
House cleaning services
§
Household goods services not covered by policy
§
Installation of appliances, carpeting, window treatments, etc.
§
Laundry/dry cleaning
§
Overnight mail or postage charges
§
Phone, utility or cable deposits and installation fees
§
Piano tuning
§
Professional tax services
§
Shipment or boarding of pets
§
Tax consulting or preparation
§
Tips to movers
|
Payment Process
|
To receive reimbursement, eligible expenses accompanied by appropriate receipts must be submitted through SIRVA’s MoveOurHome Web site.
|
Tax Impact
|
These reimbursements will be reported as additional compensation. The Company will provide tax assistance (gross-up).
|
Policy Component
|
Introduction
|
|
Benefits at a Glance
|
|
|
Before You Get Started
|
|
|
Expense Management
|
|
|
Rental Assistance
|
|
|
Home Finding Assistance
|
|
|
New Home Purchase Assistance
|
|
|
Temporary Housing
|
|
|
Home Marketing and Home Sale Assistance
|
|
|
Home Sale Incentive Bonus
|
|
|
Movement of Household Goods
|
|
|
Final Trip to the Destination Location
|
|
|
Miscellaneous Expenses
|
|
|
Tax Liability Assistance
|
|
Congratulations!
|
Congratulations on your relocation with Clear Channel!
On behalf of all your colleagues, we want to thank you for your willingness to make this change. We hope that it will lead to personal growth, further career development, and prove to be mutually beneficial.
Our intent is to provide our mobile employees and their families with the tools and assistance to help them relocate in a timely and cost-effective manner. While there are many benefits available to you, you will be responsible for managing costs associated with your move, and you will be expected to keep relocation costs to a minimum. We will adhere to Company policy and legal regulations, and will treat all employees in an ethical manner. It is our shared responsibility to communicate openly and honestly and to cooperate with one another during the relocation process. Furthermore, we are committed to ensuring that our service partners meet our requirements for efficient, customer-oriented service delivery.
This Relocation Policy (Policy) is designed to provide information to make your move as smooth and easy as possible. Please read this material carefully so that you understand the comprehensive assistance that is available to you.
The Company has selected SIRVA Relocation LLC (SIRVA), a relocation management company, to assist in your transition. SIRVA is a globally recognized firm that specializes in assisting corporations and their transferring employees in all aspects of the relocation process. Once your relocation authorization has been received by SIRVA, you will receive an e-mail that will include instructions to register with SIRVA’s online relocation tool. Once registered, you will automatically be logged into your personal online relocation portal. You will use this portal to access and complete information required to finalize the initiation process with SIRVA. After you have completed the information in the online relocation tool, you will be contacted by SIRVA to discuss your relocation benefits.
|
|
SIRVA provides a Web site titled “MoveOurHome” that offers helpful tools and resources to guide you through the relocation process. The MoveOurHome Web site is separated into four functional areas: find, plan, move, and live. You will find multiple functions available within each area. The MoveOurHome Web site is at your fingertips at
www.moveourhome.com
.
|
Important Notice
|
In order to take maximum advantage of the relocation program benefits, do not contact any real estate agents/rental companies before first talking to your SIRVA Relocation Counselor. This includes registering for “relocation services” on the Internet. Your Relocation Counselor will discuss with you the selection of real estate agents when listing your current home and purchasing a new home.
SIRVA selects brokers on the basis of defined criteria and retains them on the basis of measurable performance relative to SIRVA’s metrics. SIRVA picks the highest performing brokers and establishes relationships with them based exclusively on service delivery and cost performance.
Preferred brokers are prescreened to meet the following criteria:
§
Recent customer service evaluations completed by Relocation Counselors and transferring employees
§
Demonstrated marketplace expertise
§
List-to-sell ratios (listing agents)
§
Days-on-market performance (listing agents)
§
Sales closed in the past year (listing agents)
§
Performance of the agent relative to the market average
§
Creativity/marketing and sales techniques
§
Service orientation of the agent from a relocation perspective
§
Overall professionalism, as established by:
-
Full-time status
-
Professional associations
-
Years in business
-
Continuing education
§
Willingness to participate in a referral program
§
Attention to detail/accurate and timely completion of weekly reports
§
Company culture/norms/approach to service delivery and recovery
Both you and the Company will benefit by using a real estate agent that is referred by SIRVA. The Company will be able to minimize costs, while ensuring that you work with a real estate agent that understands your needs and objectives.
|
Objective
|
The Company’s relocation benefits are intended to:
§
Facilitate your timely transition to the destination location.
§
Minimize your out-of-pocket expenses while effectively managing the Company’s costs.
§
Comply with Internal Revenue Service (IRS) regulations.
|
Scope of Benefits
|
These benefits are designed for the sole purpose of providing support for relocations within the United States. The Company reserves the right to amend, modify, suspend or terminate the relocation benefits and programs described at any time without advance notice. The Company retains the right to establish separate employee relocation policies and/or benefit packages in the event of unusual or uncommon circumstances.
The Company will have the final right of decision when interpreting the terms of the relocation benefits and programs or in any communication with you. This Policy is not an offer, a contract, or part of either.
This Policy describes the provisions of the Company’s policy effective October 5, 2010.
|
Program Administration
|
The Company will authorize your relocation with SIRVA. Your SIRVA Relocation Counselor will assist you throughout your transition and will answer any relocation questions that you may have. During the relocation process, you must act and make decisions that are both prudent and reasonable in nature.
|
Eligibility
|
This Policy applies to full-time employees who are hired or transferred at the request of the Company and who are selected by the Company to participate in the benefits described in this Policy.
When family members are entitled to relocation benefits within this Policy, the following definition of “family” will apply:
“The employee’s spouse/domestic partner and dependent(s) who reside with the employee at the time of acceptance of transfer and who will reside with the employee at the destination location.”
If the Company employs both you and your spouse/domestic partner, only one set of benefits will apply.
To be eligible for the benefits outlined in this Policy, the move must be completed within 12 months of the effective date of the relocation. The effective date is defined as the official date of transfer/position change for current employees or the official start date for new hire employees. Benefits cease upon termination of employment.
|
Exceptions
|
Although the Policy is comprehensive, relocation involves so many individual circumstances that the Policy cannot be all-inclusive. The Miscellaneous Expense benefit is designed to offset costs not specifically covered by this Policy.
Any requests for exceptions to the Policy must be submitted in writing to Human Resources—before the expense is incurred— for consideration. All exceptions require the final approval of Human Resources before a commitment can be made. Failure to follow this process may result in personal expense or inconvenience to you.
To implement a consistent Policy, there will be no substitution or cash-equivalent payments provided for unused benefits or portions thereof.
|
Post Move Surveys
|
After your relocation is complete, you will receive post-move surveys from SIRVA and other vendors that assisted with your move. Surveys, which may be done via telephone, e-mail or regular mail, are very important tools to ensure the programs and providers are meeting with the Company’s expectations. The Company will receive a copy of these evaluations in order to assess the services provided to you. Your participation in the surveys is very important and the Company requests that you be candid in your assessment and complete all surveys as quickly as possible.
|
Repayment Agreement
|
To be eligible for relocation benefits, you are expected to remain with the Company for two years from your effective date of transfer or hire, unless you are transferred again at the request of the Company. If you voluntarily terminate employment or are terminated for cause prior to the expiration of the two-year period, you must:
§
Repay 100 percent of the relocation expenses previously reimbursed or paid by the Company if you leave during the first year; or
§
Repay 50 percent of all incurred costs if you leave during the second year.
The Repayment Agreement must be signed and returned to the Company prior to the initiation of any relocation benefits.
|
Expense Management Process
|
The Company will assist with relocation expenses in the following ways:
§
Pay service providers directly for the relocation assistance that you receive.
§
Reimburse you for acceptable expenses that you have previously paid.
§
Provide a per diem for meals during the home finding trip(s) and final trip.
Eligible expense reimbursements should be submitted through SIRVA’s MoveOurHome Web site. Submit your relocation expense report online at
www.moveourhome.com
. Your Relocation Counselor will provide additional instructions regarding the use of this site.
The following are important factors related to the MoveOurHome Web site:
§
After you have submitted your expenses online, print out the On-line Submittal Form.
§
Match your actual receipts against it. Receipts (originals) are required for all reimbursable expenses.
§
Attach all of the receipts to the On-line Submittal Form and mail it to the address provided on the front page within 30 days of incurring the expense.
§
If you wish to expedite payment, you may simultaneously fax copies of your receipts to SIRVA’s Client Finance Department.
The On-line Submittal Form will be received by SIRVA’s Client Finance Department. After SIRVA receives the form, the expenses will be checked for accuracy and consistency with the Company’s Policy. Under no circumstances should relocation expenses be submitted through the normal business expense process. Funds will be deposited directly to an account (through ACH) designated by you unless you notify your SIRVA Relocation Counselor of an alternate deposit process.
The Company understands that everyone may not have access to a computer and the Internet. In this event, while it is not preferable, you may request a SIRVA Relocation Expense Reporting Form from your Relocation Counselor, attach all receipts, and submit for reimbursement via mail.
If at any time you are unsure whether or not an expense is reasonable in nature, appropriate and/or eligible for reimbursement under this Policy, you should contact SIRVA
prior
to incurring the expense.
|
Provisions
|
It is important to remember:
§
Relocation expenses must be separate and distinct from business expenses. During the period in which relocation expenses are incurred, regular business (travel and entertainment) must not be reported with relocation expenses. You must submit those expenses through the normal business expense process.
§
You must
complete
the expense process, taking care to include a complete address/location. Omission of this data can slow your reimbursement.
§
You cannot use your Company credit card for relocation expenses.
§
Credit card statements cannot be used in lieu of receipts.
§
You should keep records and receipts of all your expenses, whether they are reimbursable under this Policy or not, as this will assist in the completion of your federal and state tax returns at year-end.
Use of the Company’s direct ticket billing, travel system, or expense-reporting system is strictly prohibited for relocation expenses.
|
Per Diems
|
Per diems will be provided to assist with daily expenses for meals during the home finding trip, and the final trip to the destination location. The Company will provide a per diem of $35 per family member age 13 and older and $15 per family member age 12 and under. To receive monies for per diems, enter each family member’s name, the amounts, and the appropriate number of days when submitting for expenses. Receipts do not need to be submitted when per diems are provided.
|
Benefit Description
|
SIRVA specializes in helping you locate the right home in the right neighborhood quickly and easily. To assist the Company in controlling relocation costs, you must allow SIRVA to make the first contact with the real estate agent(s) in the destination location. SIRVA only recommends knowledgeable agents with a proven track record of successfully finding homes. If you have a real estate agent you would like to recommend, it is important that you do not contact the agent. Instead, let your Relocation Counselor know who the agent is and where he/she can be reached. Your Relocation Counselor will then contact the agent to obtain his/her credentials and, if qualifications are acceptable, will select that agent to assist you in searching for a new home.
You, members of your immediate family or other Company employees may not directly or indirectly benefit financially from the fees that the Company pays for services or other costs related to your relocation. It is for that reason that the Company will not reimburse you, an immediate family member, another relative, or another Company employee (or his/her spouse/domestic partner) for any fees for services performed as a real estate agent or broker for the purchase of your new primary residence.
|
Relocation Counselor Assistance
|
Your Relocation Counselor will contact you to review the program, explain the benefits and offer assistance. This assistance includes:
§
Conducting a telephone interview with you to discuss your housing needs and wants at the destination location. After this discussion, the Relocation Counselor will use the information acquired to recommend a real estate agent who is a relocation specialist in the destination area and who is knowledgeable regarding homes within the price range you have requested.
§
Explaining “agency” and clarifying who the real estate agent is representing and why.
§
Discussing real estate agent expectations so you fully understand what the real estate agent is expected to do for you and in what time frame.
§
Reviewing purchase guidelines to help you make a good decision on the home you decide to purchase.
§
Explaining comparable market analysis and encouraging you to have the real estate agent assist you in putting one together on the home you are purchasing. This will help you determine the best price for the property and eliminate purchasing an overpriced home.
§
Assisting with negotiations—it can be very helpful to have the opinion of an uninvolved specialist when you are negotiating the purchase price of a new home.
§
Reviewing the purchase agreement (contract). The Relocation Counselor will be available to look over the purchase agreement to help determine if it is written in your best interest.
§
Encouraging you to be pre-qualified with a lender. In many markets, sellers are requiring buyers to be pre-qualified at the time the offer to purchase is made. The Company has made lender arrangements through SIRVA Mortgage.
|
Home Finding Trip
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The Company will reimburse expenses for you and one eligible family member age 13 or older for one home finding trip, for up to seven days, to locate living accommodations at the destination location. This timeframe includes travel time. You are encouraged to seek pre-approval for a mortgage from SIRVA Mortgage before departing on a home finding trip.
It is expected that you will exercise good judgment when incurring home finding trip expenses. All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy. If you and family member travel by air, you should use any available discounts (including weekend discounts) and make reservations far enough in advance to get the lowest possible airfare.
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Reimbursable Trip Expenses
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The Company will reimburse the following acceptable expenses:
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Airfare (in lieu of mileage)
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Seven-day advance purchase is required
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Coach or economy class fare with a Saturday night stay
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Transportation to and from the terminal
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Parking at the terminal for one automobile
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Airline luggage charges (one bag per person)
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Lodging
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Meals
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A per diem of $35 for you and your family member (each)
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Receipts are not required
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Mileage (in lieu of airfare)
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To/from the departure and destination locations
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Incurred during the home finding trip(s)
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Reimbursed at the current Company rate
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Parking and tolls
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Rental car (if airfare is utilized)
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Mid-size automobile and gasoline at the destination location
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Future Relocation
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The new home you select today may affect your benefits for future relocations. Please refer to the
Home Marketing and Home Sale Assistance, Ineligible Properties
section for homes that do not qualify for Home Sale Assistance, should you be transferred again by the Company.
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Reimbursement Process
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To receive reimbursement, eligible expenses accompanied by appropriate documentation/receipts and per diem amounts must be submitted through SIRVA’s MoveOurHome Web site.
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Tax Impact
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All reimbursements will be reported as additional compensation. The Company will provide tax assistance (gross-up).
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Benefit Description
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SIRVA will, through its affiliate, SIRVA Mortgage, provide various mortgage-related services for you if you currently own a home and will be purchasing a home in the destination location. The assistance will include:
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Counseling on various types of loan programs available and the impact of those programs based upon your specific financial situation and relocation mortgage benefits.
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Pre-approval for mortgage financing, including credit review, so you are more aware of the value of a home you can acquire in the destination location. You are encouraged to be pre-approved before embarking on a home finding trip. This benefit is without cost or obligation.
SIRVA Mortgage is a national mortgage banker, specializing in relocation lending. SIRVA Mortgage offers a wide variety of mortgage products through the nation’s leading lenders. SIRVA will shop rates and programs through its multi-lender approach to find the most competitive rate for your mortgage loan.
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No Closing Cost Mortgage with SIRVA Mortgage
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Non-recurring closing costs normally paid by you when purchasing a new home are eliminated through this Policy. Included in your Policy is a no closing cost loan program, which is provided to the Company by SIRVA in conjunction with SIRVA Mortgage. Policy requirements include that:
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You must be a homeowner in the departure location and sell your home through SIRVA’s Home Sale Assistance program.
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The residence purchased must be the permanent residence of you and your family.
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The home purchased cannot be a mobile home or boat.
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You must be responsible for recurring costs such as prepaid interest, real estate taxes, and private mortgage insurance (PMI).
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Lender Other Than SIRVA Mortgage
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If you choose not to participate in the no closing cost loan program, you will receive reimbursement of normal and customary non-recurring closing costs, and these costs will be grossed up. In order to receive reimbursement, you must include appropriate documentation (e.g., a copy of the final signed settlement statement).
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Normal and Customary Non-Recurring
Closing Costs
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Typically, the following items are considered to be normal and customary non-recurring closing costs:
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A loan origination charge which includes a loan origination fee up to one percent of the mortgage amount and lender fees (application fees, underwriting fee, processing fee, etc., capped at $525)
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Normal and customary title services fee.
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Normal and customary escrow or closing fees charged by the title company and/or lender to close the sale. This does not include items such as taxes and insurance that must be paid in advance into escrow accounts.
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Normal and customary attorneys’ fees.
The Company will not pay for a charge made by a lending agency as inducement for it to take a mortgage or participate in buydown points or a loan discount rate. Any additional seller’s costs that you agree to will be at your own expense.
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General Home Inspection
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A general home inspection, appropriate for the area and age of the home, will be recommended by your Relocation Counselor to help you assess the prospective home’s overall condition. The Company will cover the cost of this inspection up to $500.
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New Construction
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In some areas, it is customary for buyers to incur closing expenses in connection with a building or construction loan. These costs will not be reimbursed. You may obtain a no closing cost mortgage after the completion of your home as end-loan financing. End-loan financing is the final mortgage loan to the ultimate purchaser of a property, as opposed to a construction loan or other form of interim financing. The transaction must be completed within one-year of your transfer or start date. If you choose not to use SIRVA Mortgage for your financing you will not be reimbursed for end-loan financing.
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Reimbursement Process
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If you participate in the no closing cost loan program, reimbursement of closing costs is not applicable. If you have chosen to find a lender on your own, reimbursable home purchase costs accompanied by appropriate documentation (copy of the signed HUD-1 Settlement Statement) must be submitted through SIRVA’s MoveOurHome Web site.
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Tax Impact
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Tax assistance (gross-up) is not applicable if you participate in the no closing cost loan program through SIRVA Mortgage.
If you elect to choose a lender on your own and closing costs are reimbursed, the costs will be reported as additional compensation. The Company will provide tax assistance (gross-up), however in most states, full gross-up is not necessary for loan origination charge/discount point reimbursement as the sum is subject only to FICA taxes. Medicare and social security (if applicable) gross-up will be provided on the origination fee reimbursement.
The general home inspection will be reported as additional compensation. The Company will provide tax assistance (gross-up).
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Benefit Description
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The Company will provide temporary housing accommodations if you are needed to report to work at the destination location and are unable to move into your new permanent residence. Expenses listed below will be reimbursed for up to 60 days for you and, if applicable, your family members. In order to be eligible for the temporary housing benefit, you must be responsible for a residence in the departure location (a house that has not yet been sold or closed, or a rental unit that has not yet been vacated) during the same timeframe. Temporary housing accommodations will be coordinated through SIRVA.
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Housing Period
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The temporary housing period begins on the day of your arrival in the destination location and ends with whichever of the following occurs first:
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You have closed on your new home or have moved into your rental home.
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Your household goods have been delivered.
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The temporary housing period expires.
You will be responsible for any additional temporary housing costs that result from your decision to build a home in the new location.
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SIRVA Assistance
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Upon authorization from the Company, SIRVA will:
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Contact you to determine your needs in regard to the length of stay and housing requirements.
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Contact the appropriate resource to determine availability of units and leasing terms.
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Provide you with the name(s) and location(s) of available unit(s) for your selection.
Upon notification from you of an acceptable unit, SIRVA will:
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Assist in negotiating the terms of the lease in accordance with the appropriate reimbursement guidelines and your requirements.
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Advise you on what documents need to be completed and billing procedures.
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Maintain contact with you throughout the temporary housing period to coordinate changes or resolve issues.
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Reimbursable/ Expenses
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The Company will cover the following acceptable expenses:
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Lodging
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Corporate lodging with cooking and laundry facilities should be used when possible
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Transportation (to the temporary housing facility)
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Airfare (coach or economy class) and rental car (for up to 7 days) if you travel via airplane
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Mileage if you travel via automobile; you are encouraged to drive your automobile to the temporary housing location; if the distance is greater than 400 miles, the Company will ship your automobile ahead of time for use during temporary housing (See the
Movement of Household Goods, Automobiles
section)
All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy.
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Trips Home
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The Company will reimburse transportation costs for return trips home. If your family remains at the departure location the Company allows one trip home for every two weeks of temporary housing up to a maximum of five trips. If you are accompanied by your family, the Company allows one trip per month up to a maximum of five trips if necessary. Reimbursable transportation costs include coach airfare and airport parking or automobile mileage at the current Company rate to the departure location only. All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy.
Optionally, a family member may travel to the new location instead of you making a trip home. However, any additional lodging and meal costs will be at your expense.
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Reimbursement Process
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To receive reimbursement, eligible expenses (that have not been direct-billed), accompanied by appropriate receipts must be submitted through SIRVA’s MoveOurHome Web site.
Note: Some of your temporary housing expenses may be direct-billed to the Company.
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Tax Impact
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Temporary Housing payments or reimbursements will be reported as additional compensation. The Company will provide tax assistance (gross-up).
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Benefit Description
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The Company will provide a Home Sale Incentive Bonus up to a maximum of $5,000 if you accept a bona fide outside offer on your home. The bonus percentage is dependent upon when you secure the offer. If you secure a bona fide offer on or between days:
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1 and 60 of the marketing period the bonus will be equal to 2% of the sale price; or
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61 and 90 of the marketing period the bonus will be equal to 1% of the sale price.
In order to be eligible for the bonus you must:
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Participate in the SIRVA Home Sale Assistance program.
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Not enter into a listing agreement with any broker without first consulting your Relocation Counselor.
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List the home at no more than 105 percent of the average of the two BMAs’ Most Probable (likely) Sales Price (if the BMAs are not within five percent of each other, a third BMA will be ordered and the two closest values will be averaged).
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Work with your SIRVA Relocation Counselor and the real estate agent throughout the marketing period of the home.
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Close your home sale through SIRVA.
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Payment Process
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The Home Sale Incentive Bonus will be processed by SIRVA once you have a bona fide offer and the contract has been fully executed and guaranteed by SIRVA.
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Tax Impact
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The Home Sale Incentive Bonus payment will be considered additional compensation. This payment will not be tax assisted (not grossed-up).
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Benefit Description
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The Company will reimburse actual and reasonable en route expenses from the departure location to the destination location incurred by you and your family members. All travel should be booked through the Company’s designated travel agency and in accordance with the Company’s travel policy.
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Reimbursable Expenses
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The Company will reimburse the following acceptable expenses:
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Airfare
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Seven-day advance purchase is required
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Transportation by coach or economy class fare
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Transportation to the terminal
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Airline luggage charges (one bag per person)
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Lodging
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One night per location while en route
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Meals
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A per diem of $35 per family member age 13 and over and $15 per family member age 12 and under; receipts are not required
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Mileage
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Reimbursed at the current Company rate for up to two automobiles
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The Company covers up to a total of two automobiles, whether by shipping (if eligible) or mileage reimbursement, or a combination of the two
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See the
Movement of Household Goods, Automobiles
section
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Parking and tolls
To limit lodging and meal expenses, the Company expects you to travel a minimum of 400 miles per day. Your trip must be made by the most direct route—no vacation, extended trips, personal side trips, or leisure travel will be covered.
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Reimbursement Process
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To receive reimbursement, eligible expenses accompanied by appropriate receipts and per diem amounts must be submitted through SIRVA’s MoveOurHome Web site.
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Tax Impact
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Lodging (one night in the departure location, nights en route, and one night in the destination location), airfare, and mileage expenses within the IRS guidelines are not taxable; therefore tax assistance does not apply. The Company will provide tax assistance (gross-up) on any meal per diems and mileage reimbursements that exceed the IRS guidelines, which are considered taxable. See
Tax Liability Assistance
for additional information.
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Benefit Description
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The relocation process may create expenses for you not specifically covered by some other provision of this Policy, or create a need for additional monetary assistance for a current benefit provided. To compensate for these expenses, the Company will reimburse miscellaneous expenses up to $5,000. Receipts are required for reimbursement.
Miscellaneous expenses include, but are not limited to:
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Auto registration(s)
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Child/family care
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Club membership or dues payments
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Driver’s license
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Home staging costs
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Homeowner’s property insurance if cost is excessive
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House cleaning services
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Household goods services not covered by policy
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Installation of appliances, carpeting, window treatments, etc.
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Laundry/dry cleaning
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Overnight mail or postage charges
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Phone, utility or cable deposits and installation fees
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Piano tuning
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Professional tax services
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Shipment or boarding of pets
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Tax consulting or preparation
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Tips to movers
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Payment Process
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To receive reimbursement, eligible expenses accompanied by appropriate receipts must be submitted through SIRVA’s MoveOurHome Web site.
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Tax Impact
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These reimbursements will be reported as additional compensation. The Company will provide tax assistance (gross-up).
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